📊 Track Progress: Onboarding & Compliance
Staffing users can track onboarding status from the Onboarding & Compliance tab.
Candidate Statuses:
Pending: Default when request is sent or docs are submitted but not reviewed
Compliant: All sections approved and no expiring/expired docs
Expiring Soon: At least one doc expires in the next 60 days
Expired: At least one doc is past expiry date
🔄 Reviewing & Updating Document Statuses
Once documents are uploaded:
Go to Onboarding & Compliance
Click View on a candidate’s row
You can:
Set document version status to:
✅ Approve
❌ Reject
⏳ Pending (default)
⚪ Compliance Exempt
🖊️ Edit existing submissions
⬆️ Upload on behalf of the candidate
⬇️ Download submitted documents
📝 Add notes
📌 The sub-section status is equal to the status of its latest document version
📌 If a sub-section was never sent to the candidate, it defaults to Compliance Exempt
📂 Credentialing Document Categories
Each onboarding request consists of credentialing documents grouped into eight main categories. Within each category are multiple subcategories (specific document types) that a candidate must submit.
Here’s a full list:
Section | Subsection |
General | Work Eligibility, Date of Birth, Identity, Picture, SIN, Address, Emergency Contact Details |
Independent Contractors | Proof of Business Ownership, Proof of Workers Compensation Coverage, Insurance |
Direct Deposit | Direct Deposit |
Background Check | Vulnerable Sector Check |
Training & Education | WHMIS Training Certificate, Health & Safety Training, Degree/Diploma 1, Degree/Diploma 2 |
Licenses & Certificates | Forklift License, Skilled Trade Ticket, Assignment Location License, Home License, Other License (1), Other License (2), Other License (3) |
References | Reference 1, Reference 2, Reference 3, Reference 4, Reference 5 |
Health Care | Immunization Records (MMR, Tetanus/Diphtheria, Hep B, Varicella, Meningococcal, Influenza),Updated Tuberculosis Test, Proof of COVID Vaccination, Mask Fit, HCP BCLS Certificate |
🧠 How Section Statuses Are Calculated
Sub-Section Conditions | Expiry Condition | Section Status |
All Pending | No expiry or expiring docs | No Status |
All Approved | No expiry or expiring docs | ✅ Compliant |
All Rejected | No expiry or expiring docs | No Status |
Any doc expired | Regardless of other docs | 🔴 Expired |
Any doc expiring in ≤ 60 days | None expired | 🟠 Expiring Soon |
At least 1 pending | No expiry/expiring | No Status |
At least 1 rejected | No expiry/expiring | No Status |
🧮 How Candidate Status is calculated
Section Status Result | Candidate Status |
All = No Status | Pending |
All = Approved | ✅ Compliant |
At least 1 = Expired | 🔴 Expired |
At least 1 = Expiring Soon (none expired) | 🟠 Expiring Soon |
Mixed: Approved + No Status | Pending |
❌ Rejecting a Document
If a submission doesn’t meet compliance requirements, click the Reject icon.
You can:
Optionally add notes
Candidate receives an email with a resubmission link
📬 What the Candidate Receives
The candidate receives an email titled “Action Required: Updates Needed for Your Onboarding Information”.
They can click the link to:
View what was rejected
Submit updated documents
Submit multiple times within the expiration window
🕐 Resubmission Window
The onboarding resubmission link:
⏳ Expires in 21 days
🔄 Allows unlimited submissions within that period
🔁 Candidate Resubmission Flow
Once the candidate resubmits a document:
Another Document version with a Pending status will be uploaded.
Staffing team can approve, reject, or edit as needed
➡️ Also See [How to Filter and Sort Candidate Onboarding Records]
➡️ Also See [Understanding Document Versioning in Onboarding ]